Executive Assistant

1 week ago

Edmonton, Alberta, Canada Government of Alberta Full time

Job Information:

Job Requisition ID: 44663

Ministry:
Advanced Education

Location:
Edmonton

Full or Part-Time:
Full Time

Hours of Work: 36.25 hours per week

Regular/Temporary:
Regular (Permanent)

Scope:
Open Competition

Closing Date:
Friday, August 11, 2023

Classification:
Administrative Support 5

Role:

The Financial Services Division delivers student loans, grants, scholarships, and awards for Albertans pursuing full-time or part-time post-secondary studies.

Additionally, this division delivers broad and varied services and supports, including financial analytics, budgeting, financial reporting, fiscal accountability and sustainability, fiscal analysis, strategic capital planning and financial system management to Advanced Education.


The Executive Assistant has two main administration roles: (1) provide administrative support services to the Executive Directors in Financial Services Division, (2) provide administrative support to the Directors and Managers teams in Post-Secondary Fiscal Oversight and Student Financial Services.

The position provides an advisory role to other staff within the division for inquiries and training on administrative policies and procedures for the department, ministerial correspondence, letters, memoranda, briefings, 1GX, and ARTS protocols, policies and procedures.


The Executive Assistant performs the following tasks as a part of their role:

  • Provide administrative assistance and support to the Executive Directors, Directors, Managers, and branch staff as required.
  • Establish and prioritize daily office activities of the Executive Director's offices by reviewing calendars; scheduling appointments with staff, clients, and stakeholders; booking boardrooms; assembling and organizing logistics and background materials for meetings; and organizing teleconferences.
  • Manage the supply needs of the branches; Order, receive and verify ordered supplies and stock; Process and route packing slips and any invoices received for payment.
  • Administration of contracts, including creating and reviewing contract documentation to ensure completeness, accuracy and compliance with policies and procedures.
  • Review incoming correspondence, prioritizing issues and taking appropriate action, as well as tracking and following up on tasks and action items to ensure that tasks have been completed within prescribed deadlines.
  • Provide ARTS guidance and support to the staff as required.
  • Review, process, monitor and prepare financial documentation in 1GX, which includes coding, verifying the accuracy of, and processing invoices for payment; tracking expenditures; and preparing fiscal yearend accrual documents. Inconsistencies and anomalies found within invoices must be resolved by contacting vendors and Finance officials.
  • Prepare and submits expense claims as proxy for the Executive Director, Director and Managers.
  • Review expense claims for branch staff in 1GX, ensuring claims are processed in a timely manner and in accordance with the Treasury Board and Finance direction.

About Us:

Ministry of Advanced Education
Advanced Education supports Albertans by providing the education and training opportunities they need to prepare for the workforce

This is accomplished by:

approving programs of study; funding public post-secondary institutions and other adult learning providers; providing financial aid for learners; and, supporting academic research and innovation.


Programs and services are driven by 3 outcomes:
(1) Adult learning opportunities are accessible and affordable for all Albertans;
(2) High-quality education, skills development and research make a positive contribution to Alberta's economy, society, culture and environment; and,

(3) The adult learning system is accountable and coordinated.

Qualifications:

High school diploma and three years of related experience.

Equivalency:

Directly related education or experience considered on the basis of:1 year of education for 1 year of experience; or
1 year of experience for 1 year of education.

Assets:

  • Knowledge of ARTS Procedure and handling high volume of ARTS Requests.
  • Knowledge of office management and financial and administrative tasks.
  • Knowledge of Financial Administration Act, Government Organization Act, Public Service Act, Freedom of Information and Protection of Privacy Act, and various departmental statutes and regulations.
  • Critical Analysis and Problem Solving Skills.
  • Knowledge of office procedures and document & Records Management Practices.

APS Competencies:

Competencies are behaviors that are essential to reach our goals in serving Albertans.

We encourage you to have an in depth understanding of the competencies that are required for this opportunity and to be prepared to demonstrate them during the recruitment process.

The link below will assist you with understanding competencies:
In this role, you will contribute to our team by demonstrating the following behavio

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